research essay proposal memo

Stay ahead of the AI revolution.

How to Write a Research Memo: A Step-by-Step Guide

If you've been tasked with writing a research memo, you may be wondering where to begin. Whether you're writing for school, work, or another purpose, a research memo can be a powerful tool for communicating ideas and findings. In this article, we'll guide you through the process of writing a research memo step-by-step, from understanding its purpose to structuring your memo and editing it for clarity and effectiveness.

Understanding the Purpose of a Research Memo

Before you begin writing your research memo, it's important to understand what it is and why it's important. A research memo is a written document that presents the results of a research project or investigation. It is often used in academic or professional settings to communicate ideas, proposals, or findings to a specific audience.

What is a Research Memo?

A research memo is a type of memo that summarizes research findings and presents them in a clear and concise manner. The purpose of a research memo is to provide the reader with a brief overview of the research project and its findings. It typically includes a brief introduction, background information on the topic or problem being studied, an analysis of the research findings, and a conclusion or recommendation based on those findings.

Research memos are often used in academic or professional settings to communicate the results of research projects to a specific audience. They can be used to inform decisions, propose new ideas or solutions, and showcase the results of research projects. Research memos are also often required as part of coursework, grant proposals, or other projects.

When writing a research memo, it is important to keep in mind that the document should be concise and easy to read. The memo should be written in a professional tone and should be free of errors. It is also important to ensure that the memo is well-organized and that the information presented is relevant to the topic being studied.

Why are Research Memos Important?

Research memos are important because they provide a means of communicating complex ideas and findings to a specific audience. They can be used to inform decisions, propose new ideas or solutions, and showcase the results of research projects. In academic or professional settings, research memos are often required as part of coursework, grant proposals, or other projects.

Research memos can also be used to share information with colleagues or other professionals in a specific field. For example, a researcher may write a memo summarizing the findings of a study on a particular topic and share it with other researchers in the same field. This can help to promote collaboration and advance knowledge in the field.

Overall, research memos are an important tool for communicating the results of research projects to a specific audience. They provide a concise and easy-to-read summary of the research findings and can be used to inform decisions, propose new ideas or solutions, and showcase the results of research projects.

Preparing to Write Your Research Memo

Before you begin writing your research memo, there are several steps you should take to ensure that you have a solid foundation for your memo.

Identify Your Audience

The first step in preparing to write your research memo is to identify your audience. Who will be reading your memo, and what information do they need to know? Consider the knowledge level and interests of your audience to help you tailor your message effectively.

Gather Relevant Information

Once you know who your audience is, you can begin gathering relevant information for your memo. This may involve conducting research on the topic at hand, reviewing existing literature or data, or interviewing experts in the field.

Organize Your Research Findings

With your research in hand, it's time to organize your findings. This may involve creating an outline or mind map to help you identify key themes or ideas, or simply organizing your notes in a logical and coherent manner.

Structuring Your Research Memo

Now that you've prepared for your research memo, it's time to begin structuring your memo itself. A research memo typically includes several key sections, each with a specific purpose.

The header of your research memo should include basic information such as the date, the memo's recipient(s), and the subject of the memo. It may also include a brief summary or overview of the memo's contents.

The Introduction

The introduction of your research memo should provide background information on the topic or problem being studied. It should also state the purpose of the memo and outline the research question(s) or objectives you are addressing.

The Background

The background section of your research memo should provide more detailed information on the topic or problem being studied. This may include a review of existing literature or data, an overview of relevant theories or concepts, or a summary of previous research on the topic.

The Analysis

The analysis section of your research memo should present your research findings and analyze them in a clear and concise manner. This may involve presenting data in tables or graphs, summarizing key trends or patterns, or discussing the significance of your findings.

The Conclusion

The conclusion of your research memo should summarize your findings and provide recommendations or next steps based on those findings. This may involve proposing solutions to the problem or issue being studied, highlighting the implications of your findings, or suggesting further areas of research.

Writing Tips for an Effective Research Memo

Once you've structured your research memo, it's important to ensure that it is well-written and effective in communicating your message. Here are a few writing tips to keep in mind:

Use Clear and Concise Language

A research memo should be written in clear, concise language that can be easily understood by your audience. Avoid jargon or technical terms that your audience may not be familiar with, and break down complex concepts into simple, easy-to-understand language.

Maintain a Professional Tone

Research memos should maintain a professional tone that is appropriate for the audience and purpose of the memo. Avoid colloquialisms or slang, and maintain a respectful and professional tone throughout your writing.

Cite Your Sources Properly

If you are referencing outside sources in your research memo, be sure to cite them properly using the appropriate citation style. This can help to strengthen your argument and demonstrate the rigor of your research.

Edit and Proofread Your Memo

Finally, be sure to edit and proofread your research memo carefully before submitting it. Check for grammar and spelling errors, ensure that your message is clear and concise, and that your memo is well-structured and easy to follow.

By following these steps and taking careful consideration when structuring and writing your research memo, you can create an effective and informative memo that effectively communicates your research findings to your audience.

ChatGPT Prompt for Writing a Research Memo

Chatgpt prompt, recommended articles, how to write a policy brief: a step-by-step guide, how to write a research brief: a step-by-step guide, feeling behind on ai, get the latest ai.

Have a language expert improve your writing

Run a free plagiarism check in 10 minutes, generate accurate citations for free.

• Knowledge Base
• Starting the research process
• How to Write a Research Proposal | Examples & Templates

How to Write a Research Proposal | Examples & Templates

Published on October 12, 2022 by Shona McCombes and Tegan George. Revised on September 5, 2024.

A research proposal describes what you will investigate, why it’s important, and how you will conduct your research.

The format of a research proposal varies between fields, but most proposals will contain at least these elements:

Introduction

Literature review.

• Research design

Reference list

While the sections may vary, the overall objective is always the same. A research proposal serves as a blueprint and guide for your research plan, helping you get organized and feel confident in the path forward you choose to take.

Table of contents

Research proposal purpose, research proposal examples, research design and methods, contribution to knowledge, research schedule, other interesting articles, frequently asked questions about research proposals.

Academics often have to write research proposals to get funding for their projects. As a student, you might have to write a research proposal as part of a grad school application , or prior to starting your thesis or dissertation .

In addition to helping you figure out what your research can look like, a proposal can also serve to demonstrate why your project is worth pursuing to a funder, educational institution, or supervisor.

Research proposal length

The length of a research proposal can vary quite a bit. A bachelor’s or master’s thesis proposal can be just a few pages, while proposals for PhD dissertations or research funding are usually much longer and more detailed. Your supervisor can help you determine the best length for your work.

One trick to get started is to think of your proposal’s structure as a shorter version of your thesis or dissertation , only without the results , conclusion and discussion sections.

Download our research proposal template

Prevent plagiarism. Run a free check.

Writing a research proposal can be quite challenging, but a good starting point could be to look at some examples. We’ve included a few for you below.

• Example research proposal #1: “A Conceptual Framework for Scheduling Constraint Management”
• Example research proposal #2: “Medical Students as Mediators of Change in Tobacco Use”

Like your dissertation or thesis, the proposal will usually have a title page that includes:

• The proposed title of your project
• Your supervisor’s name
• Your institution and department

The first part of your proposal is the initial pitch for your project. Make sure it succinctly explains what you want to do and why.

Your introduction should:

• Introduce your topic
• Give necessary background and context
• Outline your  problem statement  and research questions

To guide your introduction , include information about:

• Who could have an interest in the topic (e.g., scientists, policymakers)
• How much is already known about the topic
• What is missing from this current knowledge
• What new insights your research will contribute
• Why you believe this research is worth doing

Here's why students love Scribbr's proofreading services

Discover proofreading & editing

As you get started, it’s important to demonstrate that you’re familiar with the most important research on your topic. A strong literature review  shows your reader that your project has a solid foundation in existing knowledge or theory. It also shows that you’re not simply repeating what other people have already done or said, but rather using existing research as a jumping-off point for your own.

In this section, share exactly how your project will contribute to ongoing conversations in the field by:

• Comparing and contrasting the main theories, methods, and debates
• Examining the strengths and weaknesses of different approaches
• Explaining how will you build on, challenge, or synthesize prior scholarship

Following the literature review, restate your main  objectives . This brings the focus back to your own project. Next, your research design or methodology section will describe your overall approach, and the practical steps you will take to answer your research questions.

To finish your proposal on a strong note, explore the potential implications of your research for your field. Emphasize again what you aim to contribute and why it matters.

For example, your results might have implications for:

• Improving best practices
• Informing policymaking decisions
• Strengthening a theory or model
• Challenging popular or scientific beliefs
• Creating a basis for future research

Last but not least, your research proposal must include correct citations for every source you have used, compiled in a reference list . To create citations quickly and easily, you can use our free APA citation generator .

Some institutions or funders require a detailed timeline of the project, asking you to forecast what you will do at each stage and how long it may take. While not always required, be sure to check the requirements of your project.

Here’s an example schedule to help you get started. You can also download a template at the button below.

Download our research schedule template

If you are applying for research funding, chances are you will have to include a detailed budget. This shows your estimates of how much each part of your project will cost.

Make sure to check what type of costs the funding body will agree to cover. For each item, include:

• Cost : exactly how much money do you need?
• Justification : why is this cost necessary to complete the research?
• Source : how did you calculate the amount?

To determine your budget, think about:

• Travel costs : do you need to go somewhere to collect your data? How will you get there, and how much time will you need? What will you do there (e.g., interviews, archival research)?
• Materials : do you need access to any tools or technologies?
• Help : do you need to hire any research assistants for the project? What will they do, and how much will you pay them?

If you want to know more about the research process , methodology , research bias , or statistics , make sure to check out some of our other articles with explanations and examples.

Methodology

• Sampling methods
• Simple random sampling
• Stratified sampling
• Cluster sampling
• Likert scales
• Reproducibility

 Statistics

• Null hypothesis
• Statistical power
• Probability distribution
• Effect size
• Poisson distribution

Research bias

• Optimism bias
• Cognitive bias
• Implicit bias
• Hawthorne effect
• Anchoring bias
• Explicit bias

Once you’ve decided on your research objectives , you need to explain them in your paper, at the end of your problem statement .

Keep your research objectives clear and concise, and use appropriate verbs to accurately convey the work that you will carry out for each one.

I will compare …

A research aim is a broad statement indicating the general purpose of your research project. It should appear in your introduction at the end of your problem statement , before your research objectives.

Research objectives are more specific than your research aim. They indicate the specific ways you’ll address the overarching aim.

A PhD, which is short for philosophiae doctor (doctor of philosophy in Latin), is the highest university degree that can be obtained. In a PhD, students spend 3–5 years writing a dissertation , which aims to make a significant, original contribution to current knowledge.

A PhD is intended to prepare students for a career as a researcher, whether that be in academia, the public sector, or the private sector.

A master’s is a 1- or 2-year graduate degree that can prepare you for a variety of careers.

All master’s involve graduate-level coursework. Some are research-intensive and intend to prepare students for further study in a PhD; these usually require their students to write a master’s thesis . Others focus on professional training for a specific career.

Critical thinking refers to the ability to evaluate information and to be aware of biases or assumptions, including your own.

Like information literacy , it involves evaluating arguments, identifying and solving problems in an objective and systematic way, and clearly communicating your ideas.

The best way to remember the difference between a research plan and a research proposal is that they have fundamentally different audiences. A research plan helps you, the researcher, organize your thoughts. On the other hand, a dissertation proposal or research proposal aims to convince others (e.g., a supervisor, a funding body, or a dissertation committee) that your research topic is relevant and worthy of being conducted.

Cite this Scribbr article

If you want to cite this source, you can copy and paste the citation or click the “Cite this Scribbr article” button to automatically add the citation to our free Citation Generator.

McCombes, S. & George, T. (2024, September 05). How to Write a Research Proposal | Examples & Templates. Scribbr. Retrieved September 13, 2024, from https://www.scribbr.com/research-process/research-proposal/

Is this article helpful?

Shona McCombes

Other students also liked, how to write a problem statement | guide & examples, writing strong research questions | criteria & examples, how to write a literature review | guide, examples, & templates, what is your plagiarism score.

The Ultimate Guide to Qualitative Research - Part 2: Handling Qualitative Data

• Handling qualitative data
• Transcripts
• Field notes
• Introduction

What is a research memo?

How do you write a memo for a study, examples of analytic memos.

• Survey data and responses
• Visual and audio data
• Data organization
• Data coding
• Coding frame
• Auto and smart coding
• Organizing codes
• Qualitative data analysis
• Content analysis
• Thematic analysis
• Thematic analysis vs. content analysis
• Narrative research
• Phenomenological research
• Discourse analysis
• Grounded theory
• Deductive reasoning
• Inductive reasoning
• Inductive vs. deductive reasoning
• Qualitative data interpretation
• Qualitative data analysis software

Research memos

Depending on who you ask, a memo is or isn't research data . On the one hand, a memo is not data because it's not directly based on what you see or hear. On the other hand, a memo is data because it ultimately informs and shapes the knowledge generated through data analysis .

Either way, memo writing is a crucial element of a rigorous qualitative research study. As the researcher is the most important part of the data collection process , even a memo as short as one page can be helpful in providing a more focused analytical lens for your study.

A research memo, also known as an analytical or reflective memo, is an integral part of the qualitative research process . It is a written record where researchers document their thoughts, interpretations, and reflections about the data collected during the research process. The concept of using short writings to reflect on data collection was widely introduced by grounded theory but has since been incorporated into various qualitative methods due to its effectiveness in fostering a deeper understanding and ensuring rigor in analysis .

Unlike formal research reports that are typically intended for a target audience, memos are internal documents intended for the researchers themselves. They capture the researcher's thought process and help in tracking the progression of ideas, thus serving as a window into the mental workspace of the researcher.

What is the purpose of memoing in qualitative research?

The primary purpose of memoing in qualitative research is to foster reflexivity and analytical thinking during the data collection and analysis processes. This is achieved by encouraging researchers to engage deeply with their study, reflect on their thoughts, and document their interpretations.

In the early stages of the research process, memos help researchers articulate their initial impressions and tentative propositions. As your study progresses, memoing facilitates constant comparison , wherein new data is continuously compared with previous data and existing interpretations. This iterative process helps researchers identify patterns, formulate theoretical concepts, and build a coherent analytical narrative.

Moreover, memos also play a crucial role in ensuring the transparency and trustworthiness of the research. They provide a detailed record of the analytical journey, making it possible for others to trace the development of the researcher's thinking and understand the rationale behind their conclusions. This enhances the credibility and dependability of the research.

What should be included in a research memo?

Although the contents of a research memo can vary depending on the research context and the researcher's preferences, the following elements are typically included:

Date and identifier: Each memo should have a date and an identifier, such as a title or a code, to facilitate easy retrieval, like a subject line helps organize emails. The identifier often refers to the specific data source or theme that the memo pertains to.

Summary of data: The memo should include a brief summary of the relevant data. This provides context for the researcher's reflections and interpretations.

Reflections and interpretations: The main body of the memo consists of the researcher's reflections and interpretations of the data. This might include initial impressions, emerging patterns, tentative propositions, theoretical insights, or questions for further exploration. Researchers are encouraged to write freely and openly without worrying too much about style or coherence at this stage.

Connections to other memos or data: If the reflections in a memo relate to or contradict reflections in another memo or data source, this should be noted. This helps in identifying connections and discrepancies and facilitates the constant comparison process.

Next steps: Lastly, the memo might include a note on the next steps. This could be potential plans for further data collection, areas for deeper analysis, or strategies for validating the interpretations .

Ready to get the most out of your study?

ATLAS.ti helps you with every stage of your project. See how with a free trial.

Before delving into the process of writing a memo for a study, it is essential to understand the flexible and iterative nature of memoing. Writing a memo is not a linear process but a reflexive practice that intertwines with the data collection and analysis processes. Thus, the first step in writing a memo is to immerse oneself in the data. This might involve reading and rereading transcripts , observing visual data, or listening to audio recordings .

While immersing yourself in the data, remain open and attentive to anything that strikes your interest or raises questions. These might be patterns, discrepancies, intriguing statements, or points of confusion. Jot down these initial observations as you encounter them. They serve as the starting points for your memos.

Crafting your research memo

Having set the groundwork, you can now begin to craft your research memo. Despite the structure outlined earlier, remember that memoing is a flexible process. Feel free to adjust the format to suit your needs and the specificities of your research context. Remember that while memoing is an essential part of the process, it is more intended for your reflection than it is for consumption by your eventual audience.

Nurturing the habit of memoing

The practice of memoing is a habit that develops over time. In the initial stages, you might find it challenging to write memos consistently or know what to write about. However, as you immerse yourself in your data and engage deeply with your memos, you will find that the process becomes more intuitive and enriching.

Regularly set aside time for memoing in your schedule. This could be after each data collection session or at the end of each day. Also, periodically review your memos to trace the evolution of your thoughts, draw connections across memos, and identify areas for further exploration.

It's important to remember that memos are not final documents but tools for thinking and learning. Don't worry about getting everything right in the first go. Embrace the uncertainty, allow your thoughts to evolve, and revise your memos as your understanding deepens.

Let's close this section by providing some memo examples. A sample memo can help guide your thinking on how to pursue these memos, so we will look at three different samples from different fields.

Memo example 1: Anthropological study on local food practices Identifier: Memo_Local_Food_Practices_20230502

Summary of data: Field notes from a visit to the local farmer's market in town A, where I observed and interacted with several vendors and consumers.

Reflections and interpretations: A strong sense of community permeates the local farmer's market. Vendors and consumers engage in lengthy conversations, not only about the products but also about personal life events and local happenings. There's an evident pride in locally grown and sourced products, pointing towards a shared value system centered on sustainability and community support.

Connections to other memos or data: This observation aligns with previous interviews where participants expressed their commitment to supporting local businesses. However, it contrasts with the supermarket observation memo where transactions were impersonal and product-centered. Next steps: Plan follow-up interviews with vendors and regular customers to understand the values and motivations underlying their participation in the farmer's market.

Memo example 2: Educational study on remote learning experiences Identifier: Memo_RemoteLearningExperience_Interview3_20230530

Summary of data: Transcript from an interview with a high school student, Jane, who shifted to remote learning due to pandemic constraints.

Reflections and interpretations: Jane expressed a sense of isolation and disconnection from peers, which negatively impacted her motivation to learn. She mentioned the lack of spontaneous interactions and group activities that usually happened in physical classrooms. Yet, she also appreciated the flexibility and autonomy remote learning provided.

Connections to other memos or data: Jane's experience mirrors sentiments expressed in other interviews regarding social isolation. The appreciation of flexibility was also echoed in the memo about the parents' perspective on remote learning.

Next steps: Investigate ways schools are or could be promoting social interactions in the remote learning context. This will involve reviewing literature and policy documents and considering additional interviews with educators.

Memo example 3: Market research on the smartphone industry Identifier: Memo_SmartphoneIndustry_FocusGroup1_20230602

Summary of data: Transcript from a focus group discussion involving six participants who recently purchased smartphones from various brands.

Reflections and interpretations: Participants' purchasing decisions were influenced by a range of factors including brand reputation, price, features, and word-of-mouth recommendations. Interestingly, participants demonstrated limited awareness of the market share of various brands.

Connections to other memos or data: This observation connects with the Brand Image Analysis memo, which highlighted Brand A's efforts to differentiate itself through superior user experience.

Next steps: Further explore how the perception of the product's share of the market influences purchasing decisions. Also, investigate the correlation between user experience and customer loyalty, especially for brands with smaller market shares.

Organize memos, data, and more in ATLAS.ti

Store your project in one place and put it to work with our intuitive interface. Download a free trial today.

Princeton Correspondents on Undergraduate Research

A Freshman’s Guide to Writing a Research Policy Memo

The freshman seminars are one of the unique experiences at Princeton. While they may seem intimidating at first, they made me think of the process of research in my very first year in college. Not everyone might become a full-time researcher – I, for example, want to become a policy analyst – but many of our jobs will involve research, and the structure of the freshman seminar is very conducive to the research process. In the Economics of Immigration seminar that I took with Professor Leah Boustan during Fall 2019, we discussed aspects of the economic effects of immigration both on the receiving country and on the migrants themselves. Our final deliverable was a research policy memo – a document that describes a policy intervention by the government, by first arguing the need for it, then describing its advantages, and finally proposing a way by which it might be implemented. In order to write an effective memo, I had to research an issue that necessitated looking at it from diverse points of view. The process made me appreciate several principles of writing a policy memo.

First and foremost, define the problem precisely and clearly . It sounds almost common-sense, but it turned out to be a complicated exercise. For example, for my memo, I proposed a way by which the US government could arrest the economic deterioration in struggling regions like the Midwest incentivizing the labor workforce that had migrated to other areas to return. It is easy to choose a broad, pervasive issue – regional inequality in my case – but, when writing a paper, it is important to focus on a particular aspect of that issue. The idea came to me – quite serendipitously – in the seminar when we were discussing studies that showed that low-skilled immigrants tend to benefit more when they are part of enclaves that have more high-skilled workers. I was also aware that the decline of manufacturing in the Midwest precipitated an exodus of the younger or the wealthier members of the region (who tend to be more productive) in search of better opportunities.

I later realized that such moments of serendipity are often inspired by discussions that take place around us, whether inside the classroom or outside it. During the seminar, I discussed the idea with Professor Boustan, who helped me refine my thoughts and focus on the specific issue of knowledge transfer between the natives and the returning population. Focusing on a particular issue enables you to comprehensively examine the issue at hand, rather than skim over several partially-developed ideas.

Sometimes the discussions spilled outside the classroom, and at such times, I realized that I was sometimes making arguments that did not help with my overall narrative. That leads to the second guiding principle: in order to make a persuasive argument, make sure that your narrative never strays from the stated problem . I often found myself exploring all the different ripples of an idea, which seemed very enticing at first, but soon after they led me down the proverbial rabbit hole. At such times, I found it useful to discuss the issues with friends. As outsiders or as students who were not in this class, they would ask some – in retrospect – simple but powerful questions (“the decline of manufacturing in the Rust Belt is interesting, but how is that important for the proposal?”) that made me realize that I was wandering away from my stated problem. That is not to say that these other arguments were not important – it is just that I would not do any justice to them in my proposal.

The third principle that I realized is to think through the larger strands of your argument and how they relate to each other . While my policy prescription was mainly economic, Prof. Boustan had sensitized us to the fact that migration is also a deeply personal and social issue. Thus, while describing the severity of the problem, I often found that it made sense to emphasize the human cost of economic despair – and then emphasize the economic aspects of the problem. Economics is a social discipline, looking at societal issues, and therefore, it often makes eminent sense to explore the problem from multiple disciplines that inform the human condition.

Finally, give a great deal of thought to the implementation of your idea , in other words, if your ideas are going to help solve some problem, try to explain how those ideas can be turned into actionable advice. For example, while the main component of my policy prescription took the form of economic incentives for the returning population, I also had to emphasize the psychological reasons as to why they might return. In this, I was inspired by the examples of several countries like India, China, South Korea, and others, that have used a combination of economic incentives along with sentimental reasons to attract their famous native-born, who had emigrated to other countries, back to their homeland. Thus, even though my memo was about economic policy, I took time to emphasize family considerations and nostalgia for the place of one’s childhood.

Proper implementation is vitally important to the success of any project, and I found that thinking of the mechanism of implementation influenced every aspect of my research – right from how I thought about the research question. In my experience, one should consider implementation from the very beginning, even when the idea is a work-in-process, and continue to revise these ideas iteratively as they continue along the research process. While these guidelines are specifically for writing a policy memo, many of them are applicable to writing research papers more generally. Of course, not every research paper will need to consider all these principles. The issue of implementation would possibly not be a consideration for researchers in mathematics writing a paper that proves a theorem but would be for any research that has a component of practice. In general, however, I believe that these principles would be useful in a wide variety of contexts and many disciplines. Keeping these principles in mind should be very helpful in creating a coherent, persuasive, and well-structured paper – whether it’s a policy memo or otherwise.

–  Abhimanyu Banerjee, Social Sciences Correspondent

Share this:

• Share on Tumblr

Reference management. Clean and simple.

How to write a research proposal

What is a research proposal?

What is the purpose of a research proposal , how long should a research proposal be, what should be included in a research proposal, 1. the title page, 2. introduction, 3. literature review, 4. research design, 5. implications, 6. reference list, frequently asked questions about writing a research proposal, related articles.

If you’re in higher education, the term “research proposal” is something you’re likely to be familiar with. But what is it, exactly? You’ll normally come across the need to prepare a research proposal when you’re looking to secure Ph.D. funding.

When you’re trying to find someone to fund your Ph.D. research, a research proposal is essentially your “pitch.”

A research proposal is a concise and coherent summary of your proposed research.

You’ll need to set out the issues that are central to the topic area and how you intend to address them with your research. To do this, you’ll need to give the following:

• an outline of the general area of study within which your research falls
• an overview of how much is currently known about the topic
• a literature review that covers the recent scholarly debate or conversation around the topic

➡️  What is a literature review? Learn more in our guide.

Essentially, you are trying to persuade your institution that you and your project are worth investing their time and money into.

It is the opportunity for you to demonstrate that you have the aptitude for this level of research by showing that you can articulate complex ideas:

It also helps you to find the right supervisor to oversee your research. When you’re writing your research proposal, you should always have this in the back of your mind.

This is the document that potential supervisors will use in determining the legitimacy of your research and, consequently, whether they will invest in you or not. It is therefore incredibly important that you spend some time on getting it right.

Tip: While there may not always be length requirements for research proposals, you should strive to cover everything you need to in a concise way.

If your research proposal is for a bachelor’s or master’s degree, it may only be a few pages long. For a Ph.D., a proposal could be a pretty long document that spans a few dozen pages.

➡️ Research proposals are similar to grant proposals. Learn how to write a grant proposal in our guide.

When you’re writing your proposal, keep in mind its purpose and why you’re writing it. It, therefore, needs to clearly explain the relevance of your research and its context with other discussions on the topic. You need to then explain what approach you will take and why it is feasible.

Generally, your structure should look something like this:

• Introduction
• Literature Review
• Research Design
• Implications

If you follow this structure, you’ll have a comprehensive and coherent proposal that looks and feels professional, without missing out on anything important. We’ll take a deep dive into each of these areas one by one next.

The title page might vary slightly per your area of study but, as a general point, your title page should contain the following:

• The proposed title of your project
• Your supervisor’s name
• The name of your institution and your particular department

Tip: Keep in mind any departmental or institutional guidelines for a research proposal title page. Also, your supervisor may ask for specific details to be added to the page.

The introduction is crucial   to your research proposal as it is your first opportunity to hook the reader in. A good introduction section will introduce your project and its relevance to the field of study.

You’ll want to use this space to demonstrate that you have carefully thought about how to present your project as interesting, original, and important research. A good place to start is by introducing the context of your research problem.

Think about answering these questions:

• What is it you want to research and why?
• How does this research relate to the respective field?
• How much is already known about this area?
• Who might find this research interesting?
• What are the key questions you aim to answer with your research?
• What will the findings of this project add to the topic area?

Your introduction aims to set yourself off on a great footing and illustrate to the reader that you are an expert in your field and that your project has a solid foundation in existing knowledge and theory.

The literature review section answers the question who else is talking about your proposed research topic.

You want to demonstrate that your research will contribute to conversations around the topic and that it will sit happily amongst experts in the field.

➡️ Read more about how to write a literature review .

There are lots of ways you can find relevant information for your literature review, including:

• Research relevant academic sources such as books and journals to find similar conversations around the topic.
• Read through abstracts and bibliographies of your academic sources to look for relevance and further additional resources without delving too deep into articles that are possibly not relevant to you.
• Watch out for heavily-cited works . This should help you to identify authoritative work that you need to read and document.
• Look for any research gaps , trends and patterns, common themes, debates, and contradictions.
• Consider any seminal studies on the topic area as it is likely anticipated that you will address these in your research proposal.

This is where you get down to the real meat of your research proposal. It should be a discussion about the overall approach you plan on taking, and the practical steps you’ll follow in answering the research questions you’ve posed.

So what should you discuss here? Some of the key things you will need to discuss at this point are:

• What form will your research take? Is it qualitative/quantitative/mixed? Will your research be primary or secondary?
• What sources will you use? Who or what will you be studying as part of your research.
• Document your research method. How are you practically going to carry out your research? What tools will you need? What procedures will you use?
• Any practicality issues you foresee. Do you think there will be any obstacles to your anticipated timescale? What resources will you require in carrying out your research?

Your research design should also discuss the potential implications of your research. For example, are you looking to confirm an existing theory or develop a new one?

If you intend to create a basis for further research, you should describe this here.

It is important to explain fully what you want the outcome of your research to look like and what you want to achieve by it. This will help those reading your research proposal to decide if it’s something the field  needs  and  wants,  and ultimately whether they will support you with it.

When you reach the end of your research proposal, you’ll have to compile a list of references for everything you’ve cited above. Ideally, you should keep track of everything from the beginning. Otherwise, this could be a mammoth and pretty laborious task to do.

Consider using a reference manager like Paperpile to format and organize your citations. Paperpile allows you to organize and save your citations for later use and cite them in thousands of citation styles directly in Google Docs, Microsoft Word, or LaTeX.

Your project may also require you to have a timeline, depending on the budget you are requesting. If you need one, you should include it here and explain both the timeline and the budget you need, documenting what should be done at each stage of the research and how much of the budget this will use.

This is the final step, but not one to be missed. You should make sure that you edit and proofread your document so that you can be sure there are no mistakes.

A good idea is to have another person proofread the document for you so that you get a fresh pair of eyes on it. You can even have a professional proofreader do this for you.

This is an important document and you don’t want spelling or grammatical mistakes to get in the way of you and your reader.

➡️ Working on a research proposal for a thesis? Take a look at our guide on how to come up with a topic for your thesis .

A research proposal is a concise and coherent summary of your proposed research. Generally, your research proposal will have a title page, introduction, literature review section, a section about research design and explaining the implications of your research, and a reference list.

A good research proposal is concise and coherent. It has a clear purpose, clearly explains the relevance of your research and its context with other discussions on the topic. A good research proposal explains what approach you will take and why it is feasible.

You need a research proposal to persuade your institution that you and your project are worth investing their time and money into. It is your opportunity to demonstrate your aptitude for this level or research by showing that you can articulate complex ideas clearly, concisely, and critically.

A research proposal is essentially your "pitch" when you're trying to find someone to fund your PhD. It is a clear and concise summary of your proposed research. It gives an outline of the general area of study within which your research falls, it elaborates how much is currently known about the topic, and it highlights any recent debate or conversation around the topic by other academics.

The general answer is: as long as it needs to be to cover everything. The length of your research proposal depends on the requirements from the institution that you are applying to. Make sure to carefully read all the instructions given, and if this specific information is not provided, you can always ask.

Organizing Your Social Sciences Research Assignments

• Annotated Bibliography
• Analyzing a Scholarly Journal Article
• Group Presentations
• Dealing with Nervousness
• Using Visual Aids
• Grading Someone Else's Paper
• Types of Structured Group Activities
• Group Project Survival Skills
• Leading a Class Discussion
• Multiple Book Review Essay
• Reviewing Collected Works
• Writing a Case Analysis Paper
• Writing a Case Study
• About Informed Consent
• Writing Field Notes
• Writing a Policy Memo
• Writing a Reflective Paper
• Writing a Research Proposal
• Generative AI and Writing
• Acknowledgments

A policy memo is a practical, professionally written document that can vary in length from one page to over twenty-five pages. It provides analysis and recommendations directed to a predetermined audience regarding a specific situation, topic, or issue. A well-written policy memo reflects attention to the policy problem. It is well organized and structured in a clear and concise style that assumes the reader possesses limited knowledge of, as well as little time to conduct research about, the topic of concern. There is no thesis statement or overall theoretical framework underpinning the document; the focus is on describing one or more specific policy recommendations and their supporting action items.

Bhasin, Tavishi and Charity Butcher. “Teaching Effective Policy Memo Writing and Infographics in a Policy Programme.” European Political Science 21 (2022): 1-17; Davis, Jennifer. Guide to Writing Effective Policy Memos. MIT OpenCourseWare, Water and Sanitation Infrastructure Planning in Developing Countries, Spring 2004; Judge, Andrew. "Designing and Implementing Policy Writing Assessments: A Practical Guide." Teaching Public Administration 39 (2021): 351-368; Pennock, Andrew. “The Case for Using Policy Writing in Undergraduate Political Science Courses.” PS: Political Science and Politics 44 (January 2011): 141-146.

How to Approach Writing a Policy Memo

Benefits of Writing a Policy Memo

Writing a policy memo is intended to support the following learning outcomes:

• Helps students learn how to write academically rigorous, persuasive papers about a specific “real-world” issue;
• Teaches how to choose and craft a document’s content based on the needs of a particular audience [rather than for a general readership];
• Prepares students to write an effective position paper in non-academic settings;
• Promotes researching, organizing, and writing a persuasive paper that emphasizes presenting evidence-based recommendations rather than simply reporting a study's findings;
• Teaches students to be client-oriented and to better anticipate the assumptions and concerns of their targeted readership;
• Encourages reflective thinking about the cause and consequential effect of a particular recommendation and to anticipate what questions stakeholder groups may have; and,
• Enables students to create original work that synthesizes policy-making research into a clearly written document advocating change and specific courses of action.

Do not approach writing a policy memo in the same way as you would an academic research paper . Yes, there are certain commonalities in how the content is presented [e.g., a well-written problem statement], but the overarching objective of a policy memo is not to discover or create new knowledge. It is focused on providing to a predetermined group of readers the rationale for choosing a particular policy alternative and/or specific courses of action leading to positive social and political change within society. In this sense, most policy memos possess a component of advocacy and advice intended to promote evidence-based dialog about an issue.

Essential Elements of an Effective Policy Memo Focus and Objectives The overall content of your memo should be strategically aimed at achieving the following goal: convincing your target audience about the accuracy of your analysis and, by extension, that your policy recommendations are valid. Avoid lengthy digressions and superfluous narration that can distract the reader from understanding the policy problem. Note that your target audience is defined in two ways: by the decision-makers who can advocate for or implement change and by individuals and groups most likely impacted by your policy recommendations should they be implemented. Professionally Written Always keep in mind that a policy memorandum is a tool for decision-making. Keep it professional and avoid hyperbole and clever or indeterminate language that could undermine the credibility of your document. The presentation and content of the memo should be polished, easy to understand, and free of jargon. Writing professionally does not imply that you can’t be passionate about your topic, but your policy recommendations should be evidence-based and grounded in solid reasoning and a succinct writing style. Evidence-based A policy memo is not an argumentative debate paper. The reader should expect your recommendations to be based upon evidence that the problem exists and understand the consequences [both good and bad] of adopting particular policy alternatives. To address this, policy memos should include a clear cost-benefit analysis that considers anticipated outcomes, the potential impact on stakeholder groups you have identified, clear and quantifiable performance goals, and how success will be measured. Accessibility A policy memo requires clear and simple language that avoids unnecessary jargon and concepts of an academic discipline. Do not skip around. Use one paragraph to develop one idea or argument and make that idea or argument explicit within the first one or two sentences. Your memo should have a straightforward, explicit organizational structure that provides well-explained arguments arranged within a logical sequence of reasoning [think in terms of an if/then logic model--if this policy recommendation, then this action; if this benefit, then this potential cost; if this group is allocated resources, then this group may be excluded]. Presentation Style The visual impact of your memo affects the reader’s ability to grasp your ideas quickly and easily. Include a table of contents and list of figures and charts, if necessary. Subdivide the text using clear and descriptive headings to guide the reader. Incorporate devices such as capitalization, bold text, and bulleted items, but be consistent, and don’t go crazy; the purpose is to facilitate access to specific sections of the paper for successive readings. If it is difficult to find information in your document, policy makers will not use it. Practical and Feasible Your memorandum should provide a set of actions based on what is actually happening in reality. Do not base your policy recommendations on future scenarios or hypothetical situations that could be interpreted as unlikely to occur or that do not appear possible because you have not adequately explained the circumstances supporting these scenarios. Here again, your cost-benefit analysis can be essential to validating the practicality and feasibility of your recommendations. Explicit Transparency Provide specific criteria to assess either the success or failure of the policies you are recommending. As much as possible, this criteria should be derived from your cost/benefit analysis or framed as a SWOT [Strengths-weaknesses, opportunities-threats]. Do not hide or under-report information that does not support your policy recommendations. Just as you would note the limitations of your study in a research paper, a policy memo should describe issues of weakness of your analysis. Explain why they may arise and why your recommendations are still valid despite these issues. Be open and straightforward because doing so strengthens your arguments and it will help the reader assess the overall impact of recommended policy changes.

NOTE: Technically, it would not be wrong for your policy memo to argue for maintaining the status quo. However, the general objective of a policy memo assignment is to critically examine opportunities for transformative change and to highlight the risks of on-going complacency. If you choose to argue for maintaining the current policy trajectory, in whole or in part, be concise in identifying and systematically refuting all relevant policy options. Again, it must be rooted in an evidence-based cost/benefit analysis. Whether maintaining current policies is short-term or long-term [and these need to be clearly defined], you must explain concisely why each possible outcome of maintaining the status quo would be preferable to any alternative policy options and recommended courses of action. If your argument for maintaining the status quo is short-term, explain what factors in the future could trigger a policy-related course correction.

Herman, Luciana. Policy Memos. John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo. Student Learning Center. University of California, Berkeley; Policy Memo. Thompson Writing Program, Writing Studio. Duke University; Policy Memo Guidelines. Cornell Fellows Program. Cornell University; Memo: Audience and Purpose. The Writing Lab and The OWL. Purdue University; Policy Memo Requirements and Guidelines, 2012-2013 edition. Institute for Public Policy Studies. University of Denver; Thrall, A. Trevor. How to Write a Policy Memo. University of Michigan--Dearborn, 2006; Mastro, Oriana Skylar. "Teach What you Preach: A Comprehensive Guide to the Policy Memo as a Methods Teaching Tool." Journal of Political Science Education 17 (2021): 326-340; Writing Effective Memos. Electronic Hallway. Daniel J. Evans School of Public Affairs. University of Washington; Writing Effective Policy Memos. Water & Sanitation Infrastructure Planning syllabus. Spring 2004. Massachusetts Institute of Technology.

Structure and Writing Style

The contents of a policy memo can be organized in a variety of ways. Below is a general template adapted from the “Policy Memo Requirements and Guidelines, 2012-2013 edition” published by the Institute for Public Policy Studies at the University of Denver and from suggestions made in the book, A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving [Eugene Bardach. 4th edition. Thousand Oaks, CA: Sage, 2012] . Both sources provide useful approaches to writing a policy memo in the event your professor does not provide specific guidance. Overall, the tone of your writing should be formal but assertive. Note that the most important consideration in terms of writing style is professionalism, not creativity. I.  Cover Page Provide a complete and informative cover page that includes the document title, date, the full names and titles of the writer or writers [i.e., Joe Smith, Student, Department of Political Science, University of Southern California]. The title of the policy memo should be formally written and specific to the policy issue [e.g., “Charter Schools, Fair Housing, and Legal Standards: A Call for Equal Treatment”]. For longer memos, consider including a brief executive summary that highlights key findings and recommendations.

II.  Introduction and Problem Definition A policy memorandum should begin with a short summary introduction that defines the policy problem, provides important contextual background information, and explains what issues are being covered. This is followed by a short justification for writing the memo, why a decision needs to be made [answering the “So What?” question], and an outline of the recommendations you make or key themes the reader should keep in mind. Summarize your main points in a few sentences, then conclude with a description of how the remainder of the memo is organized.

III.  Methods This is usually where other research about the problem or issue of concern is summarized. Describe how you plan to identify and locate the information on which your policy memo is based. This may include peer-reviewed journals and books as well as possible professionals you interviewed, databases and websites you explored, or legislative histories or relevant case law that you used. Remember this is not intended to be a thorough literature review; only choose sources that persuasively support your position or that help lay a foundation for understanding why actions need to be taken.

IV.  Issue Analysis This section is where you explain in detail how you examined the issue and, by so doing, persuade the reader of the appropriateness of your analysis. This is followed by a description of how your analysis contributes to the current policy debate. It is important to demonstrate that the policy issue may be more complex than a basic pro versus con debate. Very few public policy debates can be reduced to this type of rhetorical dichotomy. Be sure your analysis is thorough and takes into account all factors that may influence possible strategies that could advance a recommended set of solutions.

V.  Proposed Solutions Write a brief review of the specific solutions you evaluated, noting the criteria by which you examined and compared different proposed policy alternatives. Identify the stakeholders impacted by the proposed solutions and describe in what ways they will benefit from your proposed solution. Focus on identifying solutions that have not been proposed or tested elsewhere. Offer a contrarian viewpoint that challenges the reader to take into account a new perspective on the research problem. Note that you can propose solutions that may be considered radical or unorthodox, but they must be realistic and politically feasible.

VI.  Strategic Recommendations Solutions are just opinions until you provide a path that delineates how to get from where you are to where you want to go. Describe what you believe are the best recommended courses of action [i.e., "action items"]. In writing this section, state the broad approach to be taken, with specific, practical steps or measures that should be implemented. Be sure to also state by whom and within what time frame these actions should be taken. Conclude by highlighting the consequences of maintaining the status quo [or if supporting the status quo, why change at this time would be detrimental]. Also, clearly explain why your strategic recommendations are best suited for addressing the current policy situation.

VI.  Limitations As in any academic paper, you must describe limitations to your analysis. In particular, ask yourself if each of your recommendations are realistic, feasible, and sustainable, and in particular, that they can be implemented within the current bureaucratic, economic, political, cultural, social, or other type of contextual climate in which they reside. If not, you should go back and clarify your recommendations and provide further evidence as to why the recommendation is most appropriate for addressing the issue. It does not necessarily undermine the overall recommendations of your study if the limitation cannot be overcome, but you must clearly acknowledge this. Place the limitation within the context of a critical issue that needs further study in concurrence with possible implementation [i.e., findings indicate service learning promotes civic engagement, but there is a lack of data on the types of service learning programs that exist among high schools in South Central Los Angeles].

VII.  Cost-Benefit Analysis This section may be optional but, in some cases, your professor may ask you to include an explicit summary analysis of the costs and benefits of each recommendation. If you are asked to include a separate cost-benefit analysis, be concise and brief. Since most policy memos do not have a formal conclusion, the cost-benefit analysis can act as your conclusion by summarizing the key differences among policy alternatives and recommended courses of action.

NOTE:   A feature found in many policy memos is the inclusion of text boxes or sidebars that are separate from the main body of text. A text box contains a useful checklist, case study, summary, example, quotation, definition, or expansion of an idea that is located close to the text it supports. A sidebar is a type of exclamation located beside or within the main content that brings further attention to a key point or is used to encourage the reader to pay particular attention to that section of the memo. A sidebar often contains a quotation or brief statement lifted from the main text. Both features are appropriate to use in your policy memo, but don't overdo it. Limit the use of a text box or sidebar to only the most essential text that expands or adds value to understanding content in a specific section of the policy memo, in particular, in the issue analysis section or when describing your strategic recommendations.

Bardach, Eugene. A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving . 4th edition. Thousand Oaks, CA: Sage, 2012; Herman, Luciana. Policy Memos. John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo. Student Learning Center. University of California, Berkeley; Policy Memo Guidelines. Cornell Fellows Program. Cornell University; Memo: Audience and Purpose. The Writing Lab and The OWL. Purdue University; Pennock, Andrew. “The Case for Using Policy Writing in Undergraduate Political Science Courses.” PS: Political Science and Politics 44 (January 2011): 141-146; Policy Memo Requirements and Guidelines, 2012-2013 edition. Institute for Public Policy Studies. University of Denver; Text Boxes and Callouts. Australian Government Style Manual; Thrall, A. Trevor. How to Write a Policy Memo. University of Michigan--Dearborn, 2006; Sajedinejad, S., et al. From Research to Impact: A Toolkit for Developing Effective Policy Briefs . Toronto, Ontario: Policy Bench, Fraser Mustard Institute of Human Development, University of Toronto, 2021; What Are Policy Briefs. FAO Corporate Document Repository. United Nations; Writing Effective Memos. Electronic Hallway. Daniel J. Evans School of Public Affairs. University of Washington; Writing Effective Policy Memos. Water & Sanitation Infrastructure Planning syllabus. Spring 2004. Massachusetts Institute of Technology.

Proofreading the Memo

Problems to Avoid

The style and arrangement of an effectively written memo can differ because no two policies, nor their intended audience of readers, are exactly the same. Nevertheless, before you submit your policy memo, be sure you proofread the document so that you avoid these common problems. If you identify one or more of these problems, you should rewrite or re-organize the content accordingly.

1.  Acknowledge the Law of Unintended Consequences . No policy analysis is complete until you have identified for whom the policy actions are supposed to benefit and identify what groups may be impacted by the consequences of their implementation. Review your memo and make sure you have clearly delineated who could be helped and who could be potentially harmed or excluded from benefiting from your recommended policy actions. As noted by Wilcoxen, this is also important because describing who may or may not benefit can help you anticipate which stakeholder groups will support your policy recommendations and which groups will likely oppose it. Calculating potential "winners" and "losers" will help reveal how much it may cost to compensate those groups excluded from benefiting. By building this compensation into your policy recommendations, you are better able to show the reader how to reduce political obstacles.

2.  Anticipate the Reader's Questions . Examine your recommended courses of action and identify any open-ended, declarative, indeterminate, or ambiguous statements that could lead the reader to have to ask further questions. For example, you declare that the most important factor supporting school choice among parents is distance from home. Without clarification or additional information, this could lead the reader to ask numerous questions, such as, why or by what means do you know this, what distance is considered to be too far, what factors contribute to parent's decision about school choice and distance from schools, or what age group does this most apply to. Clarify these types of open-ended statements so that your policy recommendations can be more fully understood and accepted as valid.

3.  Be Concise . Being succinct in your writing does not relate to the overall length of the policy memo or the amount of words you use. It relates to your ability to provide a lot of information clearly and without superfluous detail. Strategies include r eviewing long paragraphs and breaking them up into parts, looking for long sentences and eliminating unnecessary qualifiers and modifiers, and deleting prepositional phrases in favor of adjectives or adverbs. The overarching goal is to be thorough and precise in how your ideas are presented and to avoid writing that uses too many words or excessively technical expressions.

4.  Focus on the Results . While it is important that your memo describe the methods by which you gathered and analyzed the data informing your policy recommendations, the content should focus on explaining the results of your analysis and the logic underpinning your recommendations. Remember your audience. The reader is presumably a decision-maker with limited knowledge of the issue and who has little time to contemplate the methods of analysis. The validity of your findings will be determined primarily by your reader's determination that your policy recommendations and supporting action items are realistic and rooted in sound reasoning. Review your memo and make sure the statement about how you gathered the data is brief and concise. If necessary, technical issues or raw data can be included in an appendix.

5.  Minimize Subjective Reasoning . Although the memo should be persuasive, avoid emphasizing your personal opinion about the topic. A policy memo should be written in a professional tone with recommendations based upon empirical reasoning while, at the same time, reflecting a level of passion about your topic. However, being passionate does not imply being opinionated. The memo should emphasize presenting all of the facts a reader would need to reach their own conclusions about the validity of your recommendations.

6.  Use of Non-textual Elements . It is common for policy memos to include data, statistics, and other types of information that require visualization. Review all tables, charts, figures, graphs, photographs, and other non-textual elements and make sure they are labeled correctly. Examine each in relation to the text, making sure they are described adequately and that they relate to the overall content of your memo. If these elements are located in appendices, make sure descriptive references to them within the text are correct [i.e., reference to Figure 2 is actually the table you want the reader to look at].

Bardach, Eugene and Eric M. Pataschnik. A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving . 5th edition. Thousand Oaks, CA: Sage, 2016; Herman, Luciana. Policy Memos. John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo. Student Learning Center. University of California, Berkeley; Memo: Audience and Purpose. The Writing Lab and The OWL. Purdue University; Policy Memo Requirements and Guidelines, 2012-2013 edition. Institute for Public Policy Studies. University of Denver; Wilcoxen, Peter J. Tips on Writing a Policy Memo. PAI 723, Economics for Public Decisions Course Syllabus. Maxwell School of Citizenship and Public Affairs, Syracuse University.

Writing Tip

Difference Between a Policy Memo and a Policy Brief

A policy memo and a policy brief share much in common. They both describe the rationale for choosing particular policy alternatives or courses of action, they both contain persuasive language, and both documents are written for non-experts, such as, practitioners, politicians, non-governmental agency workers, lobbyists, and others who work on or regularly make decisions about the issue addressed in the document. Both documents are free of jargon or technical terminology and focus on communicating the practical implications of prior policy research to a specific audience based on available evidence.

Ironically, however, a policy memo is typically shorter in length than a policy “brief.” A policy memo usually ranges from one to twenty-five pages, while a policy brief can be anywhere from twenty to more than a hundred pages in length depending on the complexity of the topic. Therefore:

• A policy brief is commonly produced in response to a request from a decision-maker concerning an issue that requires more thorough information to address the underlying policy problem or they are produced by an advocacy group or organization for the purpose of influencing a specific policy, often in an urgent tone. Non-textual elements , such as, figures, charts, graphs, or diagrams, are often included.
• A policy memo is concisely written and presents information, ideas, and recommendations clearly so the reader can quickly scan the document for the most relevant points. Policy memos focus on brevity and often synthesize existing evidence in language that is direct, specific, and with minimal background information or historical context. Non-textual elements are only included if necessary.

Guide to Writing an Effective Policy Memo. Leadership for Educational Equity, New York; Policy Briefs. The Writing Center, University of North Carolina;  Policy Memo. Writing Studio, Duke University; Manny, Karoline. What is a Policy Brief/Memo? Grace Doherty Library, Centra College; Sajedinejad, S., et al. From Research to Impact: A Toolkit for Developing Effective Policy Briefs . Toronto, Ontario: Policy Bench. Fraser Mustard Institute of Human Development, University of Toronto, 2021.

Another Writing Tip

Citing Sources

Policy memos generally do not include extensive footnotes, endnotes, further readings, or a bibliography. However, if you use supporting information in a memo, cite the source in the text. For example, you may refer to a study that supported a specific assertion by referencing it in the following manner: "A study published in 2012 by the Eagleton Center for Public Interest Polling showed that public opinion towards China was....” However, some assignments may require a formal list of references. Before writing your memo, be sure you are clear about how your professor wants you to cite any sources referred to in your analysis.

Policy Memo. Thompson Writing Program, Writing Studio. Duke University.

Yet Another Writing Tip

Using Non-Textual Elements

Policy memos are not just text-based but frequently include numeric tables and charts or other non-textual elements, such as photographs, maps, and illustrations. However, it is important that you use non-textual elements judiciously and only in relation to supplementing and clarifying arguments made in the text so as not to distract the reader from the main points of your memo . As with any non-textual elements, describe what the reader is seeing and why the data is important to understanding the policy problem.

Still Yet Another Writing Tip

Including Appendices

The purpose of an appendix is to provide supplementary material that is not an essential part of the main text but which may be helpful in providing the reader with more complete information. If you have information that is vital to understanding an issue discussed in the memo, it can be included in one or more appendices. However, if you have a lot of information, don't write a five page memo and include twenty pages of appendices. Memos are intended to be  succinct and clearly expressed. If there is a lot of data, refer to the source and summarize it, or discuss with your professor how it should be included.

• << Previous: Writing Field Notes
• Next: Writing a Reflective Paper >>
• Last Updated: Jun 3, 2024 9:44 AM
• URL: https://libguides.usc.edu/writingguide/assignments

Purdue Online Writing Lab Purdue OWL® College of Liberal Arts

Academic Proposals

Welcome to the Purdue OWL

This page is brought to you by the OWL at Purdue University. When printing this page, you must include the entire legal notice.

Copyright ©1995-2018 by The Writing Lab & The OWL at Purdue and Purdue University. All rights reserved. This material may not be published, reproduced, broadcast, rewritten, or redistributed without permission. Use of this site constitutes acceptance of our terms and conditions of fair use.

This resource introduces the genre of academic proposals and provides strategies for developing effective graduate-level proposals across multiple contexts.

Introduction

An important part of the work completed in academia is sharing our scholarship with others. Such communication takes place when we present at scholarly conferences, publish in peer-reviewed journals, and publish in books. This OWL resource addresses the steps in writing for a variety of academic proposals.

For samples of academic proposals, click here .

Important considerations for the writing process

First and foremost, you need to consider your future audience carefully in order to determine both how specific your topic can be and how much background information you need to provide in your proposal. While some conferences and journals may be subject-specific, most will require you to address an audience that does not conduct research on the same topics as you. Conference proposal reviewers are often drawn from professional organization members or other attendees, while journal proposals are typically reviewed by the editorial staff, so you need to ensure that your proposal is geared toward the knowledge base and expectations of whichever audience will read your work.

Along those lines, you might want to check whether you are basing your research on specific prior research and terminology that requires further explanation. As a rule, always phrase your proposal clearly and specifically, avoid over-the-top phrasing and jargon, but do not negate your own personal writing style in the process.

If you would like to add a quotation to your proposal, you are not required to provide a citation or footnote of the source, although it is generally preferred to mention the author’s name. Always put quotes in quotation marks and take care to limit yourself to at most one or two quotations in the entire proposal text. Furthermore, you should always proofread your proposal carefully and check whether you have integrated details, such as author’s name, the correct number of words, year of publication, etc. correctly.

Methodology is often a key factor in the evaluation of proposals for any academic genre — but most proposals have such a small word limit that writers find it difficult to adequately include methods while also discussing their argument, background for the study, results, and contributions to knowledge. It's important to make sure that you include some information about the methods used in your study, even if it's just a line or two; if your proposal isn't experimental in nature, this space should instead describe the theory, lens, or approach you are taking to arrive at your conclusions.

Reasons proposals fail/common pitfalls

There are common pitfalls that you might need to improve on for future proposals.

The proposal does not reflect your enthusiasm and persuasiveness, which usually goes hand in hand with hastily written, simply worded proposals. Generally, the better your research has been, the more familiar you are with the subject and the more smoothly your proposal will come together.

Similarly, proposing a topic that is too broad can harm your chances of being accepted to a conference. Be sure to have a clear focus in your proposal. Usually, this can be avoided by more advanced research to determine what has already been done, especially if the proposal is judged by an important scholar in the field. Check the names of keynote speakers and other attendees of note to avoid repeating known information or not focusing your proposal.

Your paper might simply have lacked the clear language that proposals should contain. On this linguistic level, your proposal might have sounded repetitious, have had boring wording, or simply displayed carelessness and a lack of proofreading, all of which can be remedied by more revisions. One key tactic for ensuring you have clear language in your proposal is signposting — you can pick up key phrases from the CFP, as well as use language that indicates different sections in academic work (as in IMRAD sections from the organization and structure page in this resource). This way, reviewers can easily follow your proposal and identify its relatedness to work in the field and the CFP.

Conference proposals

Conference proposals are a common genre in graduate school that invite several considerations for writing depending on the conference and requirements of the call for papers.

Beginning the process

Make sure you read the call for papers carefully to consider the deadline and orient your topic of presentation around the buzzwords and themes listed in the document. You should take special note of the deadline and submit prior to that date, as most conferences use online submission systems that will close on a deadline and will not accept further submissions.

If you have previously spoken on or submitted a proposal on the same topic, you should carefully adjust it specifically for this conference or even completely rewrite the proposal based on your changing and evolving research.

The topic you are proposing should be one that you can cover easily within a time frame of approximately fifteen to twenty minutes. You should stick to the required word limit of the conference call. The organizers have to read a large number of proposals, especially in the case of an international or interdisciplinary conference, and will appreciate your brevity.

Structure and components

Conference proposals differ widely across fields and even among individual conferences in a field. Some just request an abstract, which is written similarly to any other abstract you'd write for a journal article or other publication. Some may request abstracts or full papers that fit into pre-existing sessions created by conference organizers. Some request both an abstract and a further description or proposal, usually in cases where the abstract will be published in the conference program and the proposal helps organizers decide which papers they will accept. 

If the conference you are submitting to requires a proposal or description, there are some common elements you'll usually need to include. These are a statement of the problem or topic, a discussion of your approach to the problem/topic, a discussion of findings or expected findings, and a discussion of key takeaways or relevance to audience members. These elements are typically given in this order and loosely follow the IMRAD structure discussed in the organization and structure page in this resource. 

The proportional size of each of these elements in relation to one another tends to vary by the stage of your research and the relationship of your topic to the field of the conference. If your research is very early on, you may spend almost no time on findings, because you don't have them yet. Similarly, if your topic is a regular feature at conferences in your field, you may not need to spend as much time introducing it or explaining its relevance to the field; however, if you are working on a newer topic or bringing in a topic or problem from another discipline, you may need to spend slightly more space explaining it to reviewers. These decisions should usually be based on an analysis of your audience — what information can reviewers be reasonably expected to know, and what will you have to tell them?

Journal Proposals

Most of the time, when you submit an article to a journal for publication, you'll submit a finished manuscript which contains an abstract, the text of the article, the bibliography, any appendices, and author bios. These can be on any topic that relates to the journal's scope of interest, and they are accepted year-round.

Special issues , however, are planned issues of a journal that center around a specific theme, usually a "hot topic" in the field. The editor or guest editors for the special issue will often solicit proposals with a call for papers (CFP) first, accept a certain number of proposals for further development into article manuscripts, and then accept the final articles for the special issue from that smaller pool. Special issues are typically the only time when you will need to submit a proposal to write a journal article, rather than submitting a completed manuscript.

Journal proposals share many qualities with conference proposals: you need to write for your audience, convey the significance of your work, and condense the various sections of a full study into a small word or page limit. In general, the necessary components of a proposal include:

• Problem or topic statement that defines the subject of your work (often includes research questions)
• Background information (think literature review) that indicates the topic's importance in your field as well as indicates that your research adds something to the scholarship on this topic
• Methodology and methods used in the study (and an indication of why these methods are the correct ones for your research questions)
• Results or findings (which can be tentative or preliminary, if the study has not yet been completed)
• Significance and implications of the study (what will readers learn? why should they care?)

This order is a common one because it loosely follows the IMRAD (introduction, methods, results and discussion) structure often used in academic writing; however, it is not the only possible structure or even always the best structure. You may need to move these elements around depending on the expectations in your field, the word or page limit, or the instructions given in the CFP.

Some of the unique considerations of journal proposals are:

• The CFP may ask you for an abstract, a proposal, or both. If you need to write an abstract, look for more information on the abstract page. If you need to write both an abstract and a proposal, make sure to clarify for yourself what the difference is. Usually the proposal needs to include more information about the significance, methods, and/or background of the study than will fit in the abstract, but often the CFP itself will give you some instructions as to what information the editors are wanting in each piece of writing.
• Journal special issue CFPs, like conference CFPs, often include a list of topics or questions that describe the scope of the special issue. These questions or topics are a good starting place for generating a proposal or tying in your research; ensuring that your work is a good fit for the special issue and articulating why that is in the proposal increases your chances of being accepted.
• Special issues are not less valuable or important than regularly scheduled issues; therefore, your proposal needs to show that your work fits and could readily be accepted in any other issue of the journal. This means following some of the same practices you would if you were preparing to submit a manuscript to a journal: reading the journal's author submission guidelines; reading the last several years of the journal to understand the usual topics, organization, and methods; citing pieces from this journal and other closely related journals in your research.

Book Proposals

While the requirements are very similar to those of conference proposals, proposals for a book ought to address a few other issues.

General considerations

Since these proposals are of greater length, the publisher will require you to delve into greater detail as well—for instance, regarding the organization of the proposed book or article.

Publishers generally require a clear outline of the chapters you are proposing and an explication of their content, which can be several pages long in its entirety.

You will need to incorporate knowledge of relevant literature, use headings and sub-headings that you should not use in conference proposals. Be sure to know who wrote what about your topic and area of interest, even if you are proposing a less scholarly project.

Publishers prefer depth rather than width when it comes to your topic, so you should be as focused as possible and further outline your intended audience.

You should always include information regarding your proposed deadlines for the project and how you will execute this plan, especially in the sciences. Potential investors or publishers need to know that you have a clear and efficient plan to accomplish your proposed goals. Depending on the subject area, this information can also include a proposed budget, materials or machines required to execute this project, and information about its industrial application.

Pre-writing strategies

As John Boswell (cited in: Larsen, Michael. How to Write a Book Proposal. Writers Digest Books , 2004. p. 1) explains, “today fully 90 percent of all nonfiction books sold to trade publishers are acquired on the basis of a proposal alone.” Therefore, editors and agents generally do not accept completed manuscripts for publication, as these “cannot (be) put into the usual channels for making a sale”, since they “lack answers to questions of marketing, competition, and production.” (Lyon, Elizabeth. Nonfiction Book Proposals Anybody Can Write . Perigee Trade, 2002. pp. 6-7.)

In contrast to conference or, to a lesser degree, chapter proposals, a book proposal introduces your qualifications for writing it and compares your work to what others have done or failed to address in the past.

As a result, you should test the idea with your networks and, if possible, acquire other people’s proposals that discuss similar issues or have a similar format before submitting your proposal. Prior to your submission, it is recommended that you write at least part of the manuscript in addition to checking the competition and reading all about the topic.

The following is a list of questions to ask yourself before committing to a book project, but should in no way deter you from taking on a challenging project (adapted from Lyon 27). Depending on your field of study, some of these might be more relevant to you than others, but nonetheless useful to reiterate and pose to yourself.

• Do you have sufficient enthusiasm for a project that may span years?
• Will publication of your book satisfy your long-term career goals?
• Do you have enough material for such a long project and do you have the background knowledge and qualifications required for it?
• Is your book idea better than or different from other books on the subject? Does the idea spark enthusiasm not just in yourself but others in your field, friends, or prospective readers?
• Are you willing to acquire any lacking skills, such as, writing style, specific terminology and knowledge on that field for this project? Will it fit into your career and life at the time or will you not have the time to engage in such extensive research?

Essential elements of a book proposal

Your book proposal should include the following elements:

• Your proposal requires the consideration of the timing and potential for sale as well as its potential for subsidiary rights.
• It needs to include an outline of approximately one paragraph to one page of prose (Larsen 6) as well as one sample chapter to showcase the style and quality of your writing.
• You should also include the resources you need for the completion of the book and a biographical statement (“About the Author”).
• Your proposal must contain your credentials and expertise, preferably from previous publications on similar issues.
• A book proposal also provides you with the opportunity to include information such as a mission statement, a foreword by another authority, or special features—for instance, humor, anecdotes, illustrations, sidebars, etc.
• You must assess your ability to promote the book and know the market that you target in all its statistics.

The following proposal structure, as outlined by Peter E. Dunn for thesis and fellowship proposals, provides a useful guide to composing such a long proposal (Dunn, Peter E. “Proposal Writing.” Center for Instructional Excellence, Purdue University, 2007):

• Literature Review
• Identification of Problem
• Statement of Objectives
• Rationale and Significance
• Methods and Timeline
• Literature Cited

Most proposals for manuscripts range from thirty to fifty pages and, apart from the subject hook, book information (length, title, selling handle), markets for your book, and the section about the author, all the other sections are optional. Always anticipate and answer as many questions by editors as possible, however.

Finally, include the best chapter possible to represent your book's focus and style. Until an agent or editor advises you to do otherwise, follow your book proposal exactly without including something that you might not want to be part of the book or improvise on possible expected recommendations.

Publishers expect to acquire the book's primary rights, so that they can sell it in an adapted or condensed form as well. Mentioning any subsidiary rights, such as translation opportunities, performance and merchandising rights, or first-serial rights, will add to the editor's interest in buying your book. It is enticing to publishers to mention your manuscript's potential to turn into a series of books, although they might still hesitate to buy it right away—at least until the first one has been a successful endeavor.

The sample chapter

Since editors generally expect to see about one-tenth of a book, your sample chapter's length should reflect that in these building blocks of your book. The chapter should reflect your excitement and the freshness of the idea as well as surprise editors, but do not submit part of one or more chapters. Always send a chapter unless your credentials are impeccable due to prior publications on the subject. Do not repeat information in the sample chapter that will be covered by preceding or following ones, as the outline should be designed in such a way as to enable editors to understand the context already.

How to make your proposal stand out

Depending on the subject of your book, it is advisable to include illustrations that exemplify your vision of the book and can be included in the sample chapter. While these can make the book more expensive, it also increases the salability of the project. Further, you might consider including outstanding samples of your published work, such as clips from periodicals, if they are well-respected in the field. Thirdly, cover art can give your potential publisher a feel for your book and its marketability, especially if your topic is creative or related to the arts.

In addition, professionally formatting your materials will give you an edge over sloppy proposals. Proofread the materials carefully, use consistent and carefully organized fonts, spacing, etc., and submit your proposal without staples; rather, submit it in a neat portfolio that allows easy access and reassembling. However, check the submission guidelines first, as most proposals are submitted digitally. Finally, you should try to surprise editors and attract their attention. Your hook, however, should be imaginative but inexpensive (you do not want to bribe them, after all). Make sure your hook draws the editors to your book proposal immediately (Adapted from Larsen 154-60).

• U.S. Locations
• UMGC Europe
• Learn Online
• Find Answers
• 855-655-8682
• Current Students

UMGC Effective Writing Center Writing the Proposal Memo

Explore more of umgc.

• Writing Resources

How to Write the Proposal Memo

The Proposal Memo serves several purposes:

One, it is usually necessary in the work place to make a proposal to supervisors, have it approved, and possibly receive resources before beginning on a project. Therefore, this is a fairly common real-world writing task.

Two, writing this memo provides you an opportunity to implement the strategies of persuasive writing in a substantial business document.

Three, work on this memo moves you a step closer to your final project, the research-based persuasive report. Writing this memo will help ensure that you have done adequate primary and secondary research and that you have mapped out a clear problem, solution, audience, and plan for your final report.

How Should I Format My Memo?

You should format a memo using the preferred style in your company or work place. To do so, you would study published memos to determine margin size, font style and point size, where the date is placed, whether there is a preference for "Subject:" or "Re:", and so on.

What Should Be in the Memo?

The first part of any memo is the header, in which you identify the recipients, the sender, and the subject. Please address your memo to the decision maker or group of decision makers in your work place or community. Next, the memo should have the following six sections. Be sure to give each section a subtitle that fits with your overall proposal:

• Summary : Most memos begin with a clear statement of purpose--the goal of the memo. However, as someone using reader-based prose, this is also the place to employ the strategy of establishing common ground and common goals.
• What the problem is : Clearly identify and describe the problem for which you are proposing a solution. Try to limit this section to one paragraph.
• Why this problem needs to be investigated : Here you are providing reasons why you think the problem is important in terms of the impact it is having. This should be one to two paragraphs.
• Preliminary ideas for solving the problem : Here you supply the alternatives, recommendations, or solutions that you are considering. This should be one to two paragraphs.
• What research has been conducted on the problem : Describe primary and secondary research that has been or will be carried out as you study the problem and its solution.
• Conclusion : Since this is a proposal memo, the conclusion is where you ask for the permission, time, and resources that you will need to accomplish what you have outlined above.

In terms of length, completing each of the six sections will require more than one page. However, try to limit your memo to two pages or around 1000-1400 words. Slightly more or slightly less is fine, as is going to a third page, if it is justified.

Our helpful admissions advisors can help you choose an academic program to fit your career goals, estimate your transfer credits, and develop a plan for your education costs that fits your budget. If you’re a current UMGC student, please visit the Help Center .

Personal Information

Contact information, additional information.

By submitting this form, you acknowledge that you intend to sign this form electronically and that your electronic signature is the equivalent of a handwritten signature, with all the same legal and binding effect. You are giving your express written consent without obligation for UMGC to contact you regarding our educational programs and services using e-mail, phone, or text, including automated technology for calls and/or texts to the mobile number(s) provided. For more details, including how to opt out, read our privacy policy or contact an admissions advisor .

Please wait, your form is being submitted.

By using our website you agree to our use of cookies. Learn more about how we use cookies by reading our  Privacy Policy .

Organizing Your Social Sciences Research Paper: Writing a Policy Memo

• Purpose of Guide
• Design Flaws to Avoid
• Independent and Dependent Variables
• Glossary of Research Terms
• Narrowing a Topic Idea
• Broadening a Topic Idea
• Extending the Timeliness of a Topic Idea
• Academic Writing Style
• Choosing a Title
• Making an Outline
• Paragraph Development
• Executive Summary
• The C.A.R.S. Model
• Background Information
• The Research Problem/Question
• Theoretical Framework
• Citation Tracking
• Content Alert Services
• Evaluating Sources
• Reading Research Effectively
• Primary Sources
• Secondary Sources
• Tiertiary Sources
• What Is Scholarly vs. Popular?
• Qualitative Methods
• Quantitative Methods

Using Non-Textual Elements

• Limitations of the Study
• Common Grammar Mistakes
• Writing Concisely
• Avoiding Plagiarism
• Footnotes or Endnotes?
• Further Readings
• Annotated Bibliography
• Dealing with Nervousness
• Using Visual Aids
• Grading Someone Else's Paper
• Types of Structured Group Activities
• Group Project Survival Skills
• Multiple Book Review Essay
• Reviewing Collected Essays
• Writing a Case Study
• About Informed Consent
• Writing Field Notes
• Writing a Policy Memo
• Writing a Research Proposal
• Bibliography

A policy memo is a practical and professionally written document that can vary in length from one page to over one hundred pages. It provides analysis and/or recommendations directed to a predetermined audience regarding a specific situation or topic. A well-written policy memo reflects attention to the research problem. It is well organized and structured in a clear and concise style that assumes the reader possesses limited knowledge of, as well as little time to conduct research about, the issue of concern. There is no thesis statement or overall theoretical framework underpinning the document; the focus is on describing one or more specific policy recommendations and their supporting action items.

Davis, Jennifer. Guide to Writing Effective Policy Memos . MIT OpenCourseWare, Water and Sanitation Infrastructure Planning in Developing Countries, Spring 2004; Pennock, Andrew. “The Case for Using Policy Writing in Undergraduate Political Science Courses.” PS: Political Science and Politics 44 (January 2011): 141-146.

How to Approach Writing a Policy Memo

Policy memo writing assignments are intended to promote the following learning outcomes :

• Help students learn how to write academically rigorous, persuasive papers about a specific “real-world” issue;
• Learn how to choose and craft a document’s content based on the needs of a particular audience [rather than for a general readership];
• Prepare students about how to write effectively in non-academic settings;
• Teach students to be client-oriented and to better anticipate the assumptions and concerns of their targeted readership; and,
• Enable students to create original work that synthesizes their research into a succinctly written document advocating change or a specific course of action.

You should not approach writing a policy memo like you would an academic research paper. Yes, there are certain commonalities in how the content is presented [e.g., a well-written problem statement], but the overarching objective of a policy memo is not to discover or create new knowledge. It is focused on providing a pre-determined group of readers the rationale for choosing a particular policy alternative or specific course of action. In this sense, most policy memos possess a component of advocacy and policy advice intended to promote evidence-based dialog about an issue.

Given these intended learning outcomes, keep in mind the following: Focus and Objectives The overall content of your memo should be strategically aimed at achieving the following goal: convincing your target audience about the accuracy of your analysis and, by extension, that your policy recommendations are valid. Avoid lengthy digressions and superfluous narration that can distract the reader from understanding the policy problem. Professionally Written Always keep in mind that a policy memorandum is a tool for decision-making. Keep it professional and avoid hyperbole that could undermine the credibility of your document. The presentation and content of the memo should be polished, easy to understand, and free of jargon. Writing professionally does not imply that you can’t be passionate about your topic, but your policy recommendations should be grounded in solid reasoning and a succinct writing style. Evidence-based A policy memo is not an argumentative debate paper. The reader should expect your recommendations to be based upon evidence that the problem exists and of the consequences [both good and bad] of adopting particular policy alternatives. To address this, policy memos should include a clear cost-benefit analysis that considers anticipated outcomes, the potential impact on stakeholder groups you have identified, clear and quantifiable performance goals, and how success is to be measured. Accessibility A policy memo requires clear and simple language that avoids unnecessary jargon and concepts of an academic discipline. Do not skip around. Use one paragraph to develop one idea or argument and make that idea or argument explicit within the first one or two sentences. Your memo should have a straightforward, explicit organizational structure that provides well-explained arguments arranged within a logical sequence of reasoning [think in terms of an if/then logic model--if this policy recommendation, then this action; if this benefit, then this potential cost; if this group is allocated resources, then who may be excluded]. Presentation Style The visual impact of your memo affects the reader’s ability to grasp your ideas quickly and easily. Include a table of contents and list of figures and charts, if necessary. Subdivide the text using clear and descriptive headings to guide the reader. Incorporate devices such as capitalization, bold text, and bulleted items but be consistent, and don’t go crazy; the purpose is to facilitate access to specific sections of the paper for successive readings. If it is difficult to find information in your document, policy makers will not use it. Practical and Feasible Your memorandum should provide a set of actions based on what is actually happening in reality. The purpose is never to base your policy recommendations on future scenarios that are unlikely to occur or that do not appear realistic to your targeted readers. Here again, your cost-benefit analysis can be essential to validating the practicality and feasibility to your recommendations. Explicit Transparency Provide specific criteria to assess either the success or failure of the policies you are recommending. As much as possible, this criteria should be derived from your cost/benefit analysis. Do not hide or under-report information that does not support your policy recommendations. Just as you should note limitations in an original research study, a policy memo should describe the weaknesses of your analysis. Be straightforward about it because doing so strengthens your arguments and it will help the reader to assess the overall impact of recommended policy changes.

NOTE : Technically, your policy memo could argue for maintaining the status quo. However, the general objective of policy memos is to examine opportunities for transformative change and the risks of on-going complacency. If you choose to argue for maintaining the current policy trajectory, be concise in identifying and systematically refuting all relevant policy options. Summarize why the outcomes of maintaining the status quo are preferable to any alterative policy options.

Herman, Luciana. Policy Memos . John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo . Student Learning Center. University of California, Berkeley; Policy Memo . Thompson Writing Program, Writing Studio. Duke University; Policy Memo Guidelines . Cornell Fellows Program. Cornell University; Memo: Audience and Purpose . The Writing Lab and The OWL. Purdue University; Policy Memo Requirements and Guidelines, 2012-2013 edition . Institute for Public Policy Studies. University of Denver; Thrall, A. Trevor. How to Write a Policy Memo . University of Michigan--Dearborn, 2006; Writing Effective Memos . Electronic Hallway. Daniel J. Evans School of Public Affairs. University of Washington; Writing Effective Policy Memos . Water & Sanitation Infrastructure Planning syllabus. Spring 2004. Massachusetts Institute of Technology.

Structure and Writing Style

The contents of a policy memo can be organized in a variety of ways. Below is a general template adapted from the “Policy Memo Requirements and Guidelines, 2012-2013 edition” published by the Institute for Public Policy Studies at the University of Denver and from suggestions made in the book, A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving [Eugene Bardach. 4th edition. Thousand Oaks, CA: Sage, 2012] . Both provide useful approaches to writing a policy memo should your professor not provide you with specific guidance. The tone of your writing should be formal but assertive. Note that the most important consideration in terms of writing style is professionalism, not creativity. I.  Cover Page Provide a complete and informative cover page that includes the document title, date, the full names and titles of the writer or writers [i.e., Joe Smith, Student, Department of Political Science, University of Southern California]. The title of the policy memo should be formally written and specific to the policy issue [e.g., “Charter Schools, Fair Housing, and Legal Standards: A Call for Equal Treatment”]. For longer memos, consider including a brief executive summary that highlights key findings and recommendations.

II.  Introduction and Problem Definition A policy memorandum should begin with a short summary introduction that defines the policy problem, provides important contextual background information, and explains what issues the memo covers. This is followed by a short justification for writing the memo, why a decision needs to be made [answering the “So What?” question], and an outline of the recommendations you make or key themes the reader should keep in mind. Summarize your main points in a few sentences, then conclude with a description of how the remainder of the memo is organized.

III.  Methods This is usually where other research about the problem or issue of concern is summarized. Describe how you plan to identify and locate the information on which your policy memo is based. This may include peer-reviewed journals and books as well as possible professionals you interviewed, databases and websites you explored, or legislative histories or relevant case law that you used. Remember this is not intended to be a thorough literature review; only choose sources that persuasively support your position or that helps lay a foundation for understanding why actions need to be taken.

IV.  Issue Analysis This section is where you explain in detail how you examined the issue and, by so doing, persuade the reader of the appropriateness of your analysis. This is followed by a description of how your analysis contributes to the current policy debate. It is important to demonstrate that the policy issue may be more complex than a basic pro versus con debate. Very few public policy debates can be reduced to this type of rhetorical dichotomy. Be sure your analysis is thorough and takes into account all factors that may influence possible strategies that could advance a recommended set of solutions.

V.  Proposed Solutions Write a brief review of the specific solutions you evaluated, noting the criteria by which you examined and compared different proposed policy alternatives. Identify the stakeholders impacted by the proposed solutions and describe in what ways the stakeholders benefit from your proposed solution. Focus on identifying solutions that have not been proposed or tested elsewhere. Offer a contrarian viewpoint that challenges the reader to take into account a new perspective on the research problem. Note that you can propose solutions that may be considered radical or unorthodox, but they must be realistic and politically feasible.

VI.  Strategic Recommendations Solutions are just opinions until you provide a path that delineates how to get from where you are to where you want to go. Describe what you believe are the best recommended courses of action ["action items"]. In writing this section, state the broad approach to be taken, with specific practical steps or measures that should be implemented. Be sure to also state by whom and within what time frame these actions should be taken. Conclude by highlighting the consequences of maintaining the status quo [or if supporting the status quo, why change at this time would be detrimental]. Also, clearly explain why your strategic recommendations are best suited for addressing the current policy situation.

VI.  Limitations As in any academic paper, you must describe limitations to your analysis. In particular, ask yourself if each of your recommendations are realistic, feasible, and sustainable, and in particular, that they can be implemented within the current bureaucratic, economic, political, cultural, or other type of contextual climate in which they reside. If not, you should go back and clarify your recommendations or provide further evidence as to why the recommendation is most appropriate for addressing the issue. If the limitation cannot be overcome, it does not necessarily undermine the overall recommendations of your study, but you must clearly acknowledge it. Place the limitation within the context of a critical issue that needs further study in concurrence with possible implementation [i.e., findings indicate service learning promotes civic engagement, but.there is a lack of data on the types of service learning programs that exist among high schools in Los Angeles].

VII.  Cost-Benefit Analysis This section may be optional but, in some cases, policy memos include an explicit summary analysis of the costs and benefits of each strategic recommendation. If you are asked to include a separate cost-benefit analysis, be concise and brief. Since most policy memos do not have a formal conclusion, the cost-benefit analysis can act as your conclusion by summarizing the key differences among policy alternatives and recommended courses of action.

Bardach, Eugene. A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving . 4th edition. Thousand Oaks, CA: Sage, 2012; Herman, Luciana. Policy Memos . John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo . Student Learning Center. University of California, Berkeley;  Policy Memo Guidelines . Cornell Fellows Program. Cornell University; Memo: Audience and Purpose . The Writing Lab and The OWL. Purdue University; Pennock, Andrew. “The Case for Using Policy Writing in Undergraduate Political Science Courses.” PS: Political Science and Politics 44 (January 2011): 141-146; Policy Memo Requirements and Guidelines, 2012-2013 edition . Institute for Public Policy Studies. University of Denver; Thrall, A. Trevor. How to Write a Policy Memo . University of Michigan--Dearborn, 2006; “ What Are Policy Briefs? ” FAO Corporate Document Repository. United Nations; Writing Effective Memos . Electronic Hallway. Daniel J. Evans School of Public Affairs. University of Washington; Writing Effective Policy Memos . Water & Sanitation Infrastructure Planning syllabus. Spring 2004. Massachusetts Institute of Technology.

Proofreading the Memo

Problems to Avoid

The style and arrangement of an effectively written memo can differ because no two policies, nor their intended audience of readers, are exactly the same. Nevertheless, before you submit your policy memo, be sure you proofread the document in order to avoid these common problems. If you identify one or more of them, you should rewrite or re-organize the content accordingly.

1.  Acknowledge the law of unintended consequences -- no policy analysis is complete until you have identified for whom the policy is supposed to benefit as well as identify what groups may be impacted by the consequences of implementation. Review your memo and make sure you have clearly delineated who could be helped and who could be potentially harmed or excluded from benefiting from your recommended policy actions. As noted by Wilcoxen, this is also important because describing who may or may not benefit can help you anticipate which stakeholder groups will support your policy recommendations and which groups will likely oppose it. Calculating potential winners and losers will help reveal how much it may cost to compensate those groups excluded from benefiting. By building this compensation into your policy recommendations, you are better able to show the reader how to reduce political obstacles.

2.  Anticipate the reader's questions -- examine your recommended courses of action and identify any open-ended, declarative, or ambiguous statements that could lead the reader to have to ask further questions. For example, you declare that the most important factor supporting school choice among parents is distance from home. Without clarification or additional information, a reader may question why or by what means do you know this, or what distance is considered to be too far? Or, what factors contribute to parent's decision about school choice and distance from schools? What age group does this most apply to? Clarify these types of open-ended statements so that your policy can be more fully understood.

3.  Be concise -- being succinct in your writing does not relate to the overall length of the policy memo or the amount of words you use. It relates to an ability to provide a lot of information clearly and without superfluous detail. Strategies include r eviewing long paragraphs and breaking them up into parts, looking for long sentences and eliminating unnecessary qualifiers and modifiers, and deleting prepositional phrases in favor of adjectives or adverbs. The overarching goal is to be thorough and precise in how you present ideas and to avoid writing that uses too many words or excessively technical expressions.

4. Focus on the results -- while it's important that your memo describe the methods by which you gathered and analyzed the data informing your policy recommendations, the content should focus on explaining the results of your analysis and the logic underpinning your recommendations. Remember your audience. The reader is presumably a decision-maker with limited knowledge of the issue and with little time to contemplate the methods of analysis. The validity of your findings will be determined primarily by your reader's determination that your policy recommendations and supporting action items are realistic and rooted in sound reasoning. Review your memo and make sure the statement about how you gathered the data is brief and concise. If necessary, technical issues or raw data can be included as an appendix.

5.  Minimize subjective reasoning -- avoid emphasizing your personal opinion about the topic. A policy memo should be written in a professional tone with recommendations based upon empirical reasoning while, at the same time, reflecting a level of passion about your topic. However, being passionate does not imply being opinionated. The memo should emphasize presenting all of the facts a reader would need to reach his or her own conclusions about the validity of your recommendations.

6.  Use of non-textual elements -- review all tables, charts, figures, graphs, or other non-textual elements and make sure they are labeled correctly. Examine each in relation to the text and make sure they are described adequately and relate to the overall content of your memo. If these elements are located in appendices, make sure references to them within the text is correct [i.e., reference to Figure 2 is actually the table you want the reader to look at].

Bardach, Eugene and Eric M. Pataschnik. A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving . 5th edition. Thousand Oaks, CA: Sage, 2016; Herman, Luciana. Policy Memos . John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo . Student Learning Center. University of California, Berkeley; Memo: Audience and Purpose . The Writing Lab and The OWL. Purdue University;  Policy Memo Requirements and Guidelines, 2012-2013 edition . Institute for Public Policy Studies. University of Denver; Wilcoxen, Peter J. Tips on Writing a Policy Memo . PAI 723, Economics for Public Decisions Course Syllabus. Maxwell School of Citizenship and Public Affairs, Syracuse University.

Writing Tip

Referencing Sources

Policy memos generally do not include footnotes, endnotes, further readings, or a bibliography. However, if you use supporting information in a memo, cite the source in the text. For example, you may refer to a study that supported a specific assertion by referencing it in the following manner: "A study published in 2012 by the Eagleton Center for Public Interest Polling showed that public opinion towards China was....” However, some assignments may require a formal list of references. Before writing your memo, be sure you are clear about how your professor wants you to cite any sources referred to in your analysis.

Policy Memo . Thompson Writing Program, Writing Studio. Duke University .

Another Writing Tip

Policy memos are not just text-based but they may also include numeric tables and charts or non-textual elements, such as photographs, maps, and illustrations. However, it is very important that you use non-textual elements judiciously and only in relation to supplementing and clarifying arguments made in the text so as not to distract the reader from the main points of your memo . As with any non-textual elements, describe what the reader is seeing and why the data is important to understanding the research problem.

Yet Another Writing Tip

Including Appendices

The purpose of an appendix is to provide supplementary material that is not an essential part of the main text but which may be helpful in providing the reader with more complete information. If you have information that is vital to understanding an issue discussed in the memo, it can be included in one or more appendices. However, if you have a lot of information, don't write a five page memo and include twenty pages of appendices. Memos are intended to be  succinct and clearly expressed. If there is a lot of data, refer to the source and summarize it, or discuss with your professor how it could be included.

• << Previous: Writing Field Notes
• Next: Writing a Research Proposal >>
• Last Updated: Jan 17, 2023 10:50 AM
• URL: https://libguides.pointloma.edu/ResearchPaper

Organizing Academic Research Papers: Writing a Policy Memo

• Purpose of Guide
• Design Flaws to Avoid
• Glossary of Research Terms
• Narrowing a Topic Idea
• Broadening a Topic Idea
• Extending the Timeliness of a Topic Idea
• Academic Writing Style
• Choosing a Title
• Making an Outline
• Paragraph Development
• Executive Summary
• Background Information
• The Research Problem/Question
• Theoretical Framework
• Citation Tracking
• Content Alert Services
• Evaluating Sources
• Primary Sources
• Secondary Sources
• Tertiary Sources
• What Is Scholarly vs. Popular?
• Qualitative Methods
• Quantitative Methods

Using Non-Textual Elements

• Limitations of the Study
• Common Grammar Mistakes
• Avoiding Plagiarism
• Footnotes or Endnotes?
• Further Readings
• Annotated Bibliography
• Dealing with Nervousness
• Using Visual Aids
• Grading Someone Else's Paper
• How to Manage Group Projects
• Multiple Book Review Essay
• Reviewing Collected Essays
• About Informed Consent
• Writing Field Notes
• Writing a Policy Memo
• Writing a Research Proposal
• Acknowledgements

A policy memo is a practical and professionally written document that can vary in length from one page to over one hundred pages. It provides analysis and/or recommendations directed to a predetermined audience regarding a specific situation or topic. A well-written policy memo reflects attention to the research problem. It is well organized and structured in a clear and concise style that assumes the reader possesses limited knowledge of, as well as little time to conduct research on, an issue of concern. There is no thesis statement or overall theoretical framework underpinning the document; the focus is on describing one or more specific policy recommendations and supporting action items.

Davis, Jennifer. Guide to Writing Effective Policy Memos . MIT OpenCourseWare, Water and Sanitation Infrastructure Planning in Developing Countries, Spring 2004; Pennock, Andrew. “The Case for Using Policy Writing in Undergraduate Political Science Courses.” PS: Political Science and Politics 44 (January 2011): 141-146.

How to Approach Writing a Policy Memo

Policy memo writing assignments are intended to promote the following learning outcomes :

• to help students learn how to write academically rigorous, persuasive papers about a specific “real-world” issue,
• to learn how to choose and craft a document’s content based on the needs of a particular audience [as opposed to general readership],
• to prepare students about how to write effectively in non-academic settings,
• to teach students to be client-oriented and to better anticipate the assumptions and concerns of their targeted readership, and
• to force students to create original work that synthesizes their research into a succinctly written document advocating change or a specific course of action.

With this in mind, you should not approach writing a policy memo like you would an academic research paper. Yes, there are certain commonalities in how the content is presented [e.g., a well-written problem statement], but the overarching objective of a policy memo is not to discover or create new knowledge. It is focused on providing a pre-determined readership with the rationale for choosing a particular policy alternative or specific course of action. Given this, keep in mind the following: Focus and Objectives The overall content of your memo should be strategically aimed at achieving the following goal--convincing your target audience about the accuracy of your analysis and thus, by extension, that your policy recommendations are valid. Avoid lengthy digressions and superfluous narration that can distract the reader from understanding the policy problem. Professionally Written Always keep in mind that a policy memorandum is a tool for decision-making. Keep it professional and avoid hyperboles that could undermine the credibility of your document. The presentation and content of the memo should be polished, easy to understand, and free of jargon. Writing professionally does not imply that you can’t be passionate about your topic, but your policy recommendations should be grounded in solid reasoning. Evidence-based A policy memo is not an argumentative debate paper. The reader should expect your recommendations to be based upon evidence that the problem exists and of the consequences [both good and bad] of adopting particular alternatives. To address this, policy memos include a clear cost-benefit analysis that considers anticipated outcomes, the potential impact on stakeholder groups, clear and quantifiable performance goals, and how success is to be measured. Accessibility A policy memo requires clear and simple language that avoids unnecessary jargon and concepts of an academic discipline. Do not skip around. Use one paragraph to develop one idea or argument and make that idea or argument explicit within the first one or two sentences. Your memo should have a straightforward, explicit organizational structure that provides well-explained arguments arranged within a logical sequence of reasoning [think if/then; if this policy recommendation, then this action; if this benefit, then this potential cost]. Presentation Style The visual impact of your memo affects the reader’s ability to grasp your ideas quickly and easily. Subdivide the text using clear and descriptive headings to guide the reader. Incorporate devices such as capitalization, bold text, and bulleted items but be consistent, and don’t go crazy; the purpose is to facilitate access to specific sections of the paper for successive readings. If it is difficult to find information in your document, policy makers will not use it. Practical and Feasible Your memorandum should provide arguments based on what is actually happening in reality. The purpose is never to base your policy recommendations on future scenarios that are unlikely to occur or that do not appear realistic to your targeted readers. Here again, your cost-benefit analysis can be essential to validating the practicality and feasibility to your recommendations. Explicit Transparency Provide specific criteria to assess either the success or failure of the policies you are recommending. As much as possible, this criteria should be derived from your cost/benefit analysis. Do not hide or under-report information that does not support your policy recommendations. Just as you should note limitations of a research study, a policy memo should describe the weaknesses of your analysis. Be straightforward about it because doing so strengthens your arguments and it will help the reader to assess the overall impact of recommended policy changes.

NOTE : Technically, your policy memo could argue for maintaining the status quo. However, the general objective of policy memos is to examine opportunities for change and describe the risks of inaction. If you choose to argue to maintain the current policy trajectory, be concise in identifying and systematically refuting all relevant policy options. Summarize why the outcomes of maintaining the status quo are preferable to any alterative policy options.

Herman, Luciana. Policy Memos . John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo. Student Learning Center. University of California, Berkeley; Policy Memo. Thompson Writing Program, Writing Studio. Duke University; Policy Memo Guidelines . Cornell Fellows Program. Cornell University; Memo: Audience and Purpose . The Writing Lab and The OWL. Purdue University; Policy Memo Requirements and Guidelines, 2012-2013 edition . Institute for Public Policy Studies. University of Denver; Thrall, A. Trevor. How to Write a Policy Memo. University of Michigan--Dearborn, 2006; Writing Effective Memos. Electronic Hallway. Daniel J. Evans School of Public Affairs. University of Washington; Writing Effective Policy Memos . Water & Sanitation Infrastructure Planning syllabus. Spring 2004. Massachusetts Institute of Technology.

Structure and Writing Style

The contents of a policy memo can be organized in a variety of different ways. Below is a general template adapted from the “Policy Memo Requirements and Guidelines, 2012-2013 edition” published by the Institute for Public Policy Studies at the University of Denver and the book, A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving [Eugene Bardach. 4th edition. Thousand Oaks, CA: Sage, 2012] . Both provide useful approaches to writing a policy memo if your professor has not provided you with specific guidance. The tone of your writing should be formal but assertive. The most important consideration in terms of writing style is professionalism not creativity. I.  Cover Page Provide a complete and informative cover page that includes the title, date, the full names and titles of the writer or writers [i.e., Joe Smith, Student, Department of Political Science]. The title of your memo should be formally written and specific to the policy issue [e.g., “Charter Schools, Fair Housing, and Legal Standards: A Call for Equal Treatment”]. For longer memos, consider including an executive summary that highlights key findings and recommendations.

II.  Introduction and Problem Definition A policy memorandum should begin with a short summary introduction that defines the policy problem and explains what issues it covers. This is followed by a short justification for writing the memo, why a decision needs to be made [answering the “So what?” question], and an outline of the recommendations you make or key themes the reader should keep in mind. Summarize your main points in a few sentences then conclude with a description of how the remainder of the memo is organized.

III. Methods This is usually where other research done on the issue is noted. Describe how you planned to identify and locate the information on which your policy memo is based. This may include peer-reviewed journals and books as well as possible professionals you interviewed, databases and websites you explored, or legislative histories or relevant case law that you used. Remember this is not intended to be a thorough literature review; only choose sources that persuasively support your position.

IV.  Issue Analysis This section is where you explain in detail how you examined the issue and, in so doing, persuade  the reader of the appropriateness of your analysis. This is followed by a description of how your analysis contributes to the current policy debate. It is important to demonstrate that the policy issue may be more complex than a basic pro versus con debate. Very few public policy debates can be reduced to this type of rhetorical dichotomy. Be sure your analysis is thorough and takes into account all factors that may influence possible strategies that could advance a recommended set of solutions.

V.  Proposed Solutions Write a brief review of the specific solutions you evaluated, noting the criteria by which you examined and compared different proposed policy alternatives. Identify the stakeholders impacted by the proposed solutions and describe in what ways the stakeholders benefit from your proposed solution. Focus on identifying solutions that have not been proposed elsewhere or offering a contrarian viewpoint that challenges the reader to take into account a new perspective on the problem. Note that your solutions can be radical but they must be realistic and politically feasible.

VI. Strategic Recommendations Solutions are just opinions until you provide a path that delineates how to get from where you are to where you want to go. Describe what you believe are the best recommended courses of action ["action items"] in addressing the policy issue. In writing this section, state the broad approach to be taken, with specific practical steps or measures that should be implemented. Be sure to also state by whom and within what time frame these actions should be taken. Conclude by highlighting the consequences of maintaining the status quo. Be sure to clearly explain why your strategic recommendations are best suited for the situation.

VI. Limitations As in any academic paper, you must describe any limitations to your analysis. In particular, ask yourself if each of your recommendations are realistic, politically feasible, and sustainable and that they can be implemented within the current bureaucratic, economic, political, cultural, or other type of contextual climate in which they reside. If not, you should go back and clarify your recommendations or provide further evidence as to why the recommendation is most appropriate for addressing the issue. If the limitation cannot be overcome [i.e., there is a lack of key data], clearly acknowledge it, but place the limitation within the context of a critical issue in need of further study.

VII. Cost-Benefit Analysis This section may be optional but some policy memos benefit by having an explicit summary analysis of the costs and benefits of each strategic recommendation. If you include a cost-benefit analysis, be concise and brief. Most policy memos do not have a formal conclusion; the cost-benefit analysis can act as a conclusion by summarizing key differences among policy alternatives.

Bardach, Eugene. A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving. 4th edition. Thousand Oaks, CA: Sage, 2012; Herman, Luciana. Policy Memos . John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo. Student Learning Center. University of California, Berkeley;  Policy Memo Guidelines . Cornell Fellows Program. Cornell University; Memo: Audience and Purpose . The Writing Lab and The OWL. Purdue University; Pennock, Andrew. “The Case for Using Policy Writing in Undergraduate Political Science Courses.” PS: Political Science and Politics 44 (January 2011): 141-146; Policy Memo Requirements and Guidelines, 2012-2013 edition . Institute for Public Policy Studies. University of Denver; Thrall, A. Trevor. How to Write a Policy Memo. University of Michigan--Dearborn, 2006; “ What Are Policy Briefs? ” FAO Corporate Document Repository. United Nations; Writing Effective Memos. Electronic Hallway. Daniel J. Evans School of Public Affairs. University of Washington; Writing Effective Policy Memos . Water & Sanitation Infrastructure Planning syllabus. Spring 2004. Massachusetts Institute of Technology.

Writing Tip

Referencing Sources

Policy memos generally do not include footnotes, endnotes, further readings, or a bibliography. However, if you use supporting information in a memo, cite the source in the text. For example, you may refer to a study that supported a specific assertion by referencing it in the following manner: "A study published in 2012 by the Eagleton Center for Public Interest Polling showed that public opinion towards China was....” However, some assignments may require a list of references. Before writing your memo, be sure you are clear about how your professor wants you to cite any sources referred to in your analysis.

Policy Memo . Thompson Writing Program, Writing Studio. Duke University .

Another Writing Tip

Policy memos are not just textual position papers but they may also include numeric tables and charts or non-textual elements, such as photographs, maps, or illustrations. However, it is very important that you use non-textual elements judiciously and only in relation to supplementing and clarifying arguments made in the text so as not to distract the reader from the main points of your memo . As with any non-textual elements, describe what the reader is seeing and why the data is important to understanding the issue.

Yet Another Writing Tip

Including Appendices

The purpose of an appendix is to provide supplementary material that is not an essential part of the main text but which may be helpful in providing the reader with more complete information. If you have information that is vital to understanding an issue discussed in the memo, it can be included in one or more appendices. However, if you have a lot of information, don't pull the trick of writing a five page memo and including twenty pages of appendices. Memos are intended to be  succinct and clearly expressed. If there is a lot of data, refer to the source and summarize it, or discuss with your professor how it could be included.

• << Previous: Writing Field Notes
• Next: Writing a Research Proposal >>
• Last Updated: Jul 18, 2023 11:58 AM
• URL: https://library.sacredheart.edu/c.php?g=29803
• QuickSearch
• Library Catalog
• Databases A-Z
• Publication Finder
• Course Reserves
• Citation Linker
• Digital Commons
• Our Website

Research Support

• Ask a Librarian
• Appointments
• Interlibrary Loan (ILL)
• Research Guides
• Databases by Subject
• Citation Help

Using the Library

• Reserve a Group Study Room
• Renew Books
• Honors Study Rooms
• Off-Campus Access
• Library Policies
• Library Technology

User Information

• Grad Students
• Online Students
• COVID-19 Updates
• Staff Directory
• News & Announcements
• Library Newsletter

My Accounts

• Interlibrary Loan
• Staff Site Login

FIND US ON  

Proposal Memo

Proposal maker.

Memos are an effective way to communicate in business. A memo format offers short but concise information that gets through to the entire company.

What accounts for an effective memo is in how the professional memo is made. Examples on the page show different proposal memos. They can be used as reference in making your own memo. All examples in the site are available for download by clicking on the download link button below each sample. So scroll down the page to view more examples of proposal memos and you may find the exact memo sample you have been looking for.

Proposal Memo Example

• Google Docs

Size: A4, US

Project Proposal Memo Template

• Apple Pages

Size: 43 KB

Proposal Memo Template

Research Proposal Memo Example

Size: 23 KB

Event Proposal Memo

Size: 321 KB

What Is a Proposal Memo?

A proposal memo is a short document which intends to convey a plan of action or simply a proposal to the recipients. It highlights the key points to a proposal and provides steps in the execution of the proposal.

A quick glance at the sample memo and business memo examples in the page will show you how a memo is made and the format it follows. Download them for free to get a closer look.

Business Proposal Memo Sample

Size: 97 KB

Proposal Memo Assignment

Size: 106 KB

Final Project Proposal Memo

Size: 24 KB

How to Write a Proposal Memo

In writing a proposal memo, the following points should be considered:

1. The header

The header should include who the memo is addressed to, who it is from, date and the subject or topic of the memo. You may also see legal memo examples & samples .

2. The problem or issue

A paragraph must be dedicated to the determination of the problem and discusses the issues related to it.

3. The solution

Another paragraph should be made that describes the solution to the problem. It should define the solution in a concise and detailed manner. You may also like audit memo examples & samples .

4. Call to action

Creates precise steps to take in addressing the problem.

5. Attachments

A reference for any attachments should be made if any.

Memo examples in PDF and office memo examples seen in the page provide further information regarding how a memo is made and structured. Just click on any individual download link to access the sample.

Internal Proposal Memo Example

Budget Proposal Memo

Size: 60 KB

Proposal Plan Memo Sample

New Proposal Memo

Size: 49 KB

Research Paper Proposal Sample Memo

Size: 70 KB

Feasibility Report Proposal Memo

What Is the Purpose of a Proposal Memo?

A proposal memo has specifically a threefold purpose:

1. One is to shed light to a subject matter at hand. It aims to direct attention to an issue or existing problem. It details the specifics related to the problem including the factors that contribute to the issue. It provides helpful information to better understand the conditions that brought about the issue and what conditions the issue brings out as well. You may also see how do you write a proposal?

2. The second purpose a proposal memo has is that it provides a solution to the stated problem or issue . It describes any supporting ideas that give way to resolving the issue.

3. Lastly, a proposal memo brings about a call to action. It entices the recipient, in its best interests, to take action in resolving the issue. It outlines the next specific steps to be taken to solve the issue.

Memo examples and   office memo examples in word shown in the page can be viewed closer or at full length by clicking on the download link button below the sample. Other samples of memos exist in the site as well. Just go to the home page and search for a specific memo sample that you like.

Text prompt

• Instructive
• Professional

Generate a proposal for a new school recycling program

Compose a proposal for a school field trip to a science museum.